Privacy Statement
At a glance:
Our use of your data: If you are a member or regular attendee, we typically use your personal information for the day to day administration of the church and to contact you accordingly. If you are not a member or regular attendee, then we will use your personal information for the purposes you have given it to us.
Marketing: We rely on a legitimate interest to use your personal data for advertising events and activities which we consider does not unduly impact your rights. You may ask us to stop sending you such information at any time.
Sharing: We may share your data with third parties, including third-party service providers, where we have a legal basis to do so. We will not share your data with third parties with the purpose of allowing them to market to you unless we expressly ask for your permission to do so.
Security: We respect the security of your data and treat it in accordance with the law.
International: We will not transfer your personal information outside the EU.
1 What is the Purpose of this privacy statement?
1.1 Under data protection legislation, Ampthill Baptist Church (ABC) is required to explain to you why we collect information about you, how we intend to use that information and whether we will share your information with anyone else.
1.2 This statement applies to everyone who engages with ABC including, but not limited to, members, attendees, users of our website: www.ampthillbaptist.org.uk (Website) and those who wish to receive event information from us. Please read this statement carefully to understand our views and practices regarding your personal data and how we will treat it.
1.3 This statement relates to information collected from you through your use of our Website. It also relates to information which we collect from you in church, over the telephone or if you contact us in writing.
1.4 We may update this statement at any time.
2 Who are we?
2.1 We are Ampthill Baptist Church, Dunstable Street, Ampthill MK45 2JS registered Charity No. 1127548.
2.2 ABC is a "data controller". This means that we are responsible for deciding how we hold and use personal information about you.
3 Our data protection officer
3.1 We do not have a Data Protection Officer but if you have questions about our use of your personal data, you can raise them with our church secretary via secretary@ampthillbaptist.org.uk
4 Why are we collecting your information?
4.1 The information that you provide to us is required in order for us to:
4.1.1 maintain our list of church members and regular attenders;
4.1.2 provide pastoral support for members and others connected with our church;
4.1.3 provide services to the community (e.g. toddler group, seniors lunch);
4.1.4 safeguard children, young people and adults at risk;
4.1.5 recruit, support and manage staff and volunteers;
4.1.6 maintain our systems, accounts and records;
4.1.7 promote and administer our services, groups, activities and other events;
4.1.8 respond effectively to enquirers and handle any complaints.
5 Types of personal information we use
5.1 We are collecting information about you in order to achieve the purposes set out above. This includes:
Personal details and payment/payroll
5.1.1 personal details (such as name, gender and date of birth);
5.1.2 contact details (such as your address, phone number and email address);
5.1.3 payment and payroll information (such as bank account details);
Website use and communications
5.1.4 details of any contact with our church office, members of the church or through our Website;
Marketing and competitions
5.1.5 competition entries; and
5.1.6 details of any agreement or objection to receiving marketing information from us.
6 Source of your personal information
6.1 The information which we collect about you will be obtained through a variety of sources which include:
Information provided by you
6.1.1 if you submit the Contact Us form on the Website;
6.1.2 if you are a member, former member or regular attendee;
6.1.3 if you register to attend an event or activity we are putting on;
6.1.4 when you contact our church office;
6.1.5 if you hire our premises for an event or activity
Information collected automatically about you
6.1.6 we do not automatically collect information about you.
Information collected from third parties
6.1.7 we may collect information about you from third parties such as funeral directors, care homes, other churches and mission organisations.
7 What we do with your information
7.1 We may use your personal data for the following purposes:
Event information
7.2 We may use your personal data to provide you with information that you have requested from us and to inform you of events, activities or services that may be of interest to you.
7.3 Please note that you have the right to ask us not to process your personal data for marketing purposes. We will usually inform you before collecting your data if we intend to use your data for such purposes. You can exercise your right to prevent such processing by:
7.3.1 checking certain boxes on the forms we use to collect your data; or
7.3.2 by emailing us at admin@ampthillbaptist.org.uk
Membership and attendance purposes
7.4 If you are a church member or regular attendee, we use your personal data to maintain our list of church members and regular attenders; to provide pastoral support, to run our various groups, events and activities and for safeguarding purposes.
Use of the ABC Website
7.5 When you use the Website we may use your personal data to:
7.5.1 Allow you access to the Members Area (if you are a member);
7.5.2 Respond to you if you submit the Contact Us form to us.
Profiling
7.6 We do not undertake any profiling activities involving personal data.
Entering competitions
7.7 We will use your personal data in relation to your entry into a competition run by ABC.
Pastoral issues
7.8 We may use your personal data in order to handle any issue which you raise with our church office.
7.9 We may also use your personal data in order to provide you with pastoral support.
Prevention of fraud and security
7.10 We may use your personal data to help to protect you and us from fraud or personal safety risks. For instance, if you volunteer for certain church activities we may need to obtain a Disclosure and Barring Service (DBS) check from our DBS administrator who may retain and use your personal information.
8 What may happen if you do not provide your personal information?
Registering for an event or activity
8.1 Some of the events and activities that we offer are only made available if we have certain information about you. To access these, you will, from time to time, be asked to submit personal data about yourself. If you do not provide that personal data, we will not be able to offer those events and activities to you.
Use of the Website
8.2 If you do not agree for us to use your personal information when you access the Website, you should not use the Contact Us form or the Member’s Area.
9 Complying with data protection law
9.1 We will comply with data protection law. At the heart of data protection laws are the "data protection principles" which say that the personal information we hold about you must be:
9.1.1 used lawfully, fairly and in a transparent way;
9.1.2 collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes;
9.1.3 relevant to the purposes we have told you about and limited only to those purposes;
9.1.4 accurate and kept up to date;
9.1.5 kept only as long as necessary for the purposes we have told you about; and
9.1.6 kept securely.
10 What is our lawful basis for using your information?
10.1 In accordance with the data protection laws, we need a "lawful basis" for collecting and using information about you. There are a variety of different legal bases for using personal data which are set out in the data protection laws.
10.2 The lawful bases on which we rely in order to use the information which we collect about you for the purposes set out in this statement will be:
10.2.1 Contract: Using your information will be necessary for us to either perform the contract between us or in order to take steps at your request prior to entering into the contract;
10.2.2 Legal compliance: Using your information will be necessary for us to comply with a legal or regulatory obligation which is placed on ABC;
10.2.3 Legitimate interest: Using your information will be necessary for our legitimate interest and our interest is not outweighed by the potential impact on your privacy. For example, we rely on legitimate interest as our lawful basis to send you marketing information by email or by post if you are a church member or a regular attendee.
10.2.4 Consent: It is possible that you may give us your consent to use your information for a particular purpose.
11 Sharing your information
11.1 We may share some of your personal data with third parties, such as:
11.1.1 third party service providers who provide IT and other support services to us, including professional advisers if necessary;
11.1.2 third party companies or charities who are hosting an event or activity to which you have expressed a desire to attend;
11.1.3 HMRC and pension providers, if you are an employee;
11.1.4 Schools, local authorities and the police – solely for safeguarding purposes and under the rules of our safeguarding policy;
11.1.5 The Churches’ Child Protection Advisory Service, Thirty one : eight (formally CCPAS) in order to run a DBS check.
12 Security of your data
12.1 We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, church members, regular attendees, volunteers who have a legitimate need to know.
12.2 Where we have given you (or where you have chosen) a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.
12.3 Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
Third parties’ security measures
12.4 Third parties will only process your personal information on our instructions and where they have agreed to treat the information confidentially and to keep it secure.
12.5 All our third-party service providers are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.
13 Transferring information outside the EU
13.1 We do not transfer personal information outside of the European Economic Area (EEA). If this changes in the future, we will notify you prior to such transfer.
14 Can we use your information for any other purpose?
14.1 We typically will only use your personal information for the purposes for which we collect it. In limited circumstances we may use your information for a purpose other than those set out in this policy. If we intend to do so, we will provide you with information relating to that other purpose before using it for the new purpose.
14.2 We may use your personal information without your knowledge or consent where such use is required or permitted by law.
15 LINKS to other websites
15.1 The Website may contain links to third party websites. If you follow a link to any such website, please note that your use of such website will be subject to the terms of that website’s privacy policy and we do not accept responsibility or liability for your use of such website. Please check the terms of the third party website’s privacy policy before submitting any personal data to such a website.
16 Cookies
16.1 We only use cookies on our Website if you are a church member and choose to save your log in details for the Member’s Area of the Website rather than typing them in every time. Other than that, no cookies are used or saved onto anyone’s machine.
17 Storing your information and deleting it
17.1 We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. Details of retention periods for different aspects of your personal information are available from our church secretary.
17.2 To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
18 Your rights
18.1 If you have any questions about our use of your personal data, you are welcome to contact us at admin@ampthillbaptist.org.uk. You will find our contact details at the end of this document. If you notice any errors in your personal data, you have the right to have them corrected.
18.2 Under certain circumstances, by law you have the right to:
18.2.1 Request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
18.2.2 Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
18.2.3 Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
18.2.4 Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground.
18.2.5 Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
18.2.6 Request the transfer of your personal information to another party.
You are not always entitled to exercise each of these rights. The rights which you are entitled to exercise depend on a number of factors including the lawful basis on which we rely to use your personal data. Therefore, if you make a request to exercise a right which is not available to you, we have the right to decline the request.
18.3 If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact admin@ampthillbaptist.org.uk in writing.
19 RIGHT TO WITHDRAW CONSENT
19.1 In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact admin@ampthillbaptist.org,uk. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.
20 Right to complain to the ICO
20.1 You also have the right to complain to the Information Commissioner's Office (the "ICO") if you are not satisfied with the way we use your information. You can contact the ICO by writing to Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.
21 Changes to this privacy statement
21.1 We may amend this privacy statement at any time so please review it frequently and at least each time you submit personal information to us. The date at the top of this page will be amended each time this statement is updated. Our current privacy statement applies to all information that we have about you and your account.
22 Contact details
22.1 If you have any questions, comments or requests regarding this privacy policy, the Website or our church activities, please send us an email at: admin@ampthillbaptist.org.uk. Alternatively, you can call us on: 01525 841682 or you can write to us at: Ampthill Baptist Church, Dunstable Street, Ampthill MK45 2JS.
Adopted by the Trustees May 2018
Reviewed and accepted by the Trustees May 2021